Purpose

This letter template is designed to help employers communicate clear expectations for employee behaviour and safety at work-related social events, such as end-of-year celebrations or team gatherings. It reminds staff that workplace policies, including Code of Conduct, Bullying, Harassment and Discrimination, and Work Health and Safety obligations, still apply when attending company-endorsed functions.

Who this letter is for?

This template is intended for HR teams, managers, and business owners who are organising a social or end-of-year event and want to ensure staff understand appropriate conduct, alcohol use, and safety responsibilities.

It can be used by:

• HR managers coordinating staff events
• Business owners of small or medium-sized enterprises
• Compliance or WHS officers responsible for managing event-related risks

When to use this letter?

Use this template prior to any employer-organised social event, such as:

• End-of-year or Christmas parties
• Team offsites or retreats
• Awards nights or staff appreciation events
• Any other gathering funded or endorsed by the organisation

Why this letter matters

Employer-endorsed social events are considered part of the workplace under Australian law. Misconduct or incidents that occur at such events may expose the business to legal and reputational risk. Issuing this letter helps set clear boundaries, reinforce a safe and respectful culture, and provide employees with practical information on support and safe travel.

How to use this template?

• Update all placeholder fields, such as event name, date, time, venue, and contact details.
• Include references to relevant workplace policies.
• Send the letter via email or internal communication channels a few days before the event.
• Retain a record that it has been distributed to all attendees.